ITB 612 Administrative Document.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

DEPARTMENT OF TRANSPORTATION

Invitation to Bid (ITB) #612

Street Sweeper Broom Inserts and Wafers

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Kevin Jarrett Division of Purchasing 650 W State St, Room 100 Kevin.Jarrett@adm.idaho.gov 208-332-1615

IPRO LOGIN

Note* Section 5.2 Administrative Fee of Idaho Standard Terms and Conditions does not apply to the resulting Contract

PURPOSE

The Idaho Department of Transportation, through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for street sweeper broom inserts and wafers (Broom Inserts and Wafers) for all ITD Districts on an “as-needed” basis in accordance with the specifications provided below.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO Powered by LUMA: IPRO LOGIN The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN IPRO. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Kevin Jarrett Phone: 208-332-1615 E-mail: Kevin.Jarrett@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at the event in LUMA must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

ITD owns and maintains a fleet of street sweeper brooms to include but not limited to Elgin, Bobcat, Superior, Broce, Schwarze, Barber, and Waldon. See Attachment 3 – ITD Street Sweeper Broom Inventory for additional information.

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award.

The Broom Inserts and Wafers included in this ITB are provided on Attachment 2 – Bid Schedule. The Broom Inserts and Wafers must be the United Rotary Brush (URB) brand that is specified, or equal. For informational purposes, the part numbers and equipment types have been provided with each line item on the Attachment 2 – Bid Schedule.

specifications Brand name equal The brand names specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. Bidders offering an “equal” must include documentation which demonstrates, to ITD’s Laboratories satisfaction, that the offered item(s) meets the requirement of the solicitation. If the information reviewed by the ITD Laboratory of the offered product does not meet the minimum requirements, the submitting vendor will be provided an explanation via e-mail. In the event documentation is not satisfactory, ITD reserves the right to seek clarification from the Bidder. Failure to provide satisfactory documentation or a clarifying response to ITD may eliminate the Bidder from further consideration Bidders offering an “equal” version of the Broom Inserts and Wafers must include documentation with their Bid which demonstrates that the offered item meet the requirements of the solicitation. All “equal” versions will be evaluated on a pass/fail basis after the ITB closes by ITD. If the “equal” version of the Broom Inserts and Wafers does not meet ITD’s satisfaction, then it will render the Bidder’s offer non-responsive and no further consideration will occur.

QUANTITY

The quantities provided in the solicitation are annual estimates. Actual quantities ordered may vary during the term of the contract. No minimum or maximum quantity is guaranteed.

COST

Provide your fully burdened Total Cost on the Attachment 2 – Bid Schedule.

BILLING PROCEDURE

Upon ITD’s acceptance of the Broom Inserts and Wafers, the Contractor must provide an invoice to the billing contact provided on the Purchase Order. The invoice must be submitted no later than thirty (30) calendar days after acceptance. Invoices submitted prior to acceptance will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

LUMA contract number (provided at award)

Invoices and reports are to be submitted to:

SUBMISSION REQUIREMENTS

Required Bid Submission Items Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on Attachment 2, Bid Schedule, attached in IPRO. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

Signature Page The Signature Page must be completed and submitted as part of your Bid. The Signature Page is attached in IPRO in the Questions section.

Supporting documentation of equal offered items. (See Section 5).

Bid Submission Methods Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

Electronic Submission via IPRO When submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 10.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.01 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

When submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

Trade Secrets If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made to the responsive responsible Bidder with the lowest Total Cost, as provided on Attachment 2 – Bid Schedule or awarded on what is in the Best Interest of the State as provided on Attachment 2 – Bid Schedule. Submitting vendors must provide a bid on all line items. Failure to provide a bid on all line items may result in a non-responsive bid.

ORDERS AND DELIVERY

Orders will be placed on an as needed basis by each ITD District via an ITD purchase/delivery order (Order);

Deliveries must be made within thirty (30) calendar days ARO. Deliveries will be FOB Destination freight pre-paid and allowed to the locations provided in Section 11.5 and will be indicated on each Order as they are placed. The Contractor must confirm with the ordering ITD District if delivery cannot be made within the required timeframe;

ITD is responsible for unloading the Broom Inserts and Wafers;

Deliveries must be made Monday through Friday between the hours of 8:00 AM and 4:00 PM Local Time of each ITD District. ITD Districts 1 & 2 are Pacific Time and ITD Districts 3 through 6 are Mountain Time. No deliveries will be accepted on weekends or State recognized holidays (unless otherwise coordinated and approved by the ITD District placing the order). https://sos.idaho.gov/state-holidays/

Delivery Locations;

District 1 – Coeur d’Alene 600 W Prairie Ave Coeur D’Alene, ID 83815 District 2 – Lewiston 2600 Frontage Road Lewiston, ID 83501

District 3 – Boise 8150 Chinden Blvd Boise, ID 83807

District 4 – Shoshone 63 W Hwy 26 Shoshone, ID 83352

District 5 – Pocatello 5151 South 5th Pocatello, ID 83352 District 6 – Rigby 206 N Yellowstone Rigby, ID 83442

Packing Slip Deliveries must include a packing slip with the following information:

IPRO Contract Number ITD Order Number Delivery Location Product Description

PACKAGING

Boxes and sets must be marked with content description and number of units noted on outside of each box. Boxes must be of suitable strength and durability to prevent puncturing or weather damage during shipment and;

If requested by ITD, orders must be packaged, palletized, and wrapped in a manner so that unloading can be accomplished by a forklift.

ACCEPTANCE

See Section 2.2 Idaho Standard Terms and Conditions found in the Questions section of the event in LUMA.

WARRANTY

Manufacturer standard warranty. Warranty must include all freight to return and replace a defective warranted item.

additional items The State of Idaho reserves the right to add additional street sweeper broom inserts and wafers to this Contract as necessary. Additions to the Contract will be made in the form of an Amendment, which must be mutually agreed upon by the Contractor and DOP.

AUTHORIZED DISTRIBUTOR

Submitting vendors must be an authorized distributor or manufacturer of the Broom Inserts and Wafers offered. An authorized distributor shall be defined as a company or organization that has a written agreement with the manufacturer to sell or service its products. Bids from Contractors who are not an authorized distributor by the manufacturer shall not be considered.

SUBSTITUTION

Product Substitution - In the event a specified manufacturer’s product listed on Attachment 2 – Bid Schedule becomes unavailable or cannot be supplied by the Contractor for any reason (except as provided for in section 1.24, Force Majeure, of the State of Idaho Standard Contract Terms and Conditions), a product deemed in writing by the Contractor to be equal to or better than the specified product, and approved in writing by ITD, may be substituted by the Contractor at no additional cost or expense to ITD. Unless otherwise specified, any substitution of product prior to ITD written approval may be cause for termination of Contract.

DISPUTE RESOLUTION

During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to ITD’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

NON-COMPLIANCE

ITD’s Contract Manager will be responsible for documenting non-compliance, in writing, via email. This notice will include the details of each discrepancy that require corrective action. Invoicing shall not occur until non-compliance has been corrected.

1.1 Correcting Non-Compliance - After receipt of written notice from ITD, the Contractor must respond, in writing, explaining how and when each discrepancy will be corrected. All discrepancies must be corrected and brought back into compliance with the Contract within fourteen (14) calendar days after receipt of the notice from ITD. If the Contractor does not correct the discrepancies within this timeframe, ITD reserves the right to take further remedial action.

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INSURANCE REQUIREMENTS

See Insurance Requirements in Attachment tab in LUMA.

RECORDS MAINTENANCE

Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

AUDIT RIGHTS

The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

PRICE ADJUSTMENT

Prices must be firm for twelve (12) months from the effective date of the Contract;

A price adjustment may be considered after the one (1) year of the initial term of the Contract, and every one (1) year thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify DOP and ITD sixty (60) calendar days in advance of the desired effective date and provide supporting documentation showing industry wide increases justifying the request. DOP will notify Contractor whether the request is approved within thirty (30) calendar days of receipt of the request and;

If there is an industry wide price decrease, Contractor must notify DOP immediately of the decrease; and make the price decrease effective for ITD on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

TERMINATION AND CURE

See Idaho Contract Terms and Conditions in the Questions section in the event in LUMA.

ATTACHMENT 1 – BIDDER QUESTIONS

ITB 612

STREET SWEEPER BROOM INSERTS AND WAFERS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regard to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB612 Street Sweeper Broom Inserts and Wafers Page 12

ITB 612 Street Sweeper Brooms and Inserts

ATTACHMENT 2 – BID SCHEDULE

See Attachment 2 – Bid Schedule in the Questions Tab in LUMA.

ATTACHMENT 3 – ITD STREET SWEEPER INVENTORY

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